ChatGPT and generative AI: where small businesses should try it, and what to be careful about

Since ChatGPT launched on 30/11/2022, generative AI has become a hot topic in every office. These tools can draft text, summarize and suggest ideas from just a few prompts. For small businesses with few staff, this is a chance to save time, but it must be used in the right places and with its limits in mind.

What generative AI does well for office work

Start with small tasks that are easy to double-check:

• Drafting: customer care emails, internal announcements, product descriptions, social media posts. You adjust the tone to fit your brand.
• Summarizing: meeting minutes and long documents where you supply the non-sensitive content yourself.
• Idea suggestions: titles, scripts, frequently asked questions, staff training outlines.
• Translating and polishing sentences: draft translations, spell-checking.
• Spreadsheet and simple code support: suggested formulas and sample code snippets for knowledgeable staff to check.

Where to try it

At this point there are a few main entry points: OpenAI's ChatGPT (free and paid versions), and AI tools built into browsers or office apps that companies are rolling out one by one. Try it on one specific task for 1–2 weeks, then evaluate with simple measures: how much time it saves and how much you have to correct.

Three risks to watch

1. Sensitive data

What you enter into an online tool is sent to the service provider. So you shouldn't enter:

• Personal information of customers and staff (ID numbers, accounts, phone numbers).
• Contracts, internal quotations, source code, financial data.
• Passwords and system access keys.

Read each tool's terms of service and privacy policy, and set clear internal rules: what may be entered and what is prohibited.

2. Wrong content that sounds very convincing

OpenAI stated clearly from launch that ChatGPT sometimes writes answers that sound plausible but are wrong or nonsensical, and results can change when a question is phrased differently. So:

• Double-check figures, proper names, dates, quotations and links before using them.
• Don't use AI to reach legal, medical, tax or financial conclusions on its own. Experts need to confirm.
• Always have a person review before sending to customers or publishing.

3. Copyright and ownership

The law on AI-generated content is gradually being clarified by countries. In the United States, the Copyright Office on 16/3/2023 published guidance on registering works containing AI-generated material, emphasizing human authorship. This suggests the parts generated by AI itself may not be protected like ordinary works. In Vietnam, you should check with the regulatory authority and consult a legal expert when using AI content for important commercial purposes such as logos and brand imagery.

In addition, AI content may resemble existing works. Avoid using it verbatim in important publications without checking.

A simple trial process for small businesses

1. Pick a repetitive, low-risk task (for example drafting reply emails).
2. Write data rules: what may be entered and what is prohibited.
3. Assign one person to try it and record the results.
4. Always include a review step by a real person.
5. After 2 weeks, decide whether to keep, expand or stop.

2026 update: Generative AI tools have become widespread and deeply integrated into office software, and many providers offer business plans with separate data commitments. Even so, the three principles in this article (protect data, verify content, be careful with copyright) remain fully valid. Read each service's current terms before using it.

FAQ

Can I enter customer information into ChatGPT?

Not recommended. Data you enter is sent to the service provider. Anonymize it or leave out personal information, and read the tool's policy carefully.

Can AI replace content-writing staff?

AI helps draft faster but can be wrong, so a person is still needed to check, adjust the tone and take responsibility for the content.

Does AI-generated content belong to the business?

Rules are changing and differ between countries. For important content, check the official regulations and ask a legal expert. If you need technology support, you can contact HVSC's Technology team.

Reference sources

• OpenAI, introducing ChatGPT, 30/11/2022 — https://openai.com/blog/chatgpt
• US Copyright Office, AI and copyright (registration guidance of 16/3/2023, 88 Fed. Reg. 16190) — https://www.copyright.gov/ai/